Personal Assistant needed in Pretoria

Closing Date 2024/12/03 Reference Number MMH241122-3 Job Title Provincial Personal Assistant Position Type Permanent Role Family Administration Cluster Momentum Distribution Services Remote Opportunity Some of the time Location - Country South Africa Location - Province Gauteng Location - Town / City Pretoria Introduction Momentum, a financial services provider of choice since 1966, known for its entrepreneurial spirit and innovative culture is committed to wealth creation and preservation, insurance, and income protection for all our clients. We do this through our understanding of the retail insurance, savings, and investment markets in SA. Disclaimer As an applicant, please verify the legitimacy of this job advert on our company career page. Role Purpose The role of Provincial Personal Assistantis toensure the smooth running of the business by providing effective administrative assistance and support to the Head of Distribution. Requirements QUALIFICATIONS AND EXPERIENCE Qualifications

• Business Administration degree or relevant degree

• 3-5 years relevant Office administration or Personal assistant experience
• 2 years experience in an IFA-related industry would be an advantage
• Experience working in the financial services or insurance industry is an advantage

• Proactively manage, coordinate, and maintain the diaries.
• Coordinate all aspects of meetings, workshops, and functions (venue logistics, catering) according to leaders' requirements, and within budget parameters.
• Administrative support for meetings and workshops (collate, compile, and distribute agendas, presentations, and minutes within agreed timeframes).
• Manage travel arrangements for the leader, according to agreed business process and budget parameters.
• Order and control refreshments, office supplies, and equipment in line with budget parameters.

• Perform efficient and accurate process administration functions involving the compiling and arranging of data and administrative function
• Ensure files (paper and electronic) are kept in order and easily accessible by the leader.
• Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
• Coordinate onboarding process for new starters as and when requested
• Monitor and respond to incoming communication on behalf of the leader, where appropriate, ensuring efficiency and timeous response.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
• Maintain electronic filing system

• Deciding and Initiating Action: Makes prompt, clear decisions, which may involve tough choices or considered risks. Takes responsibility for actions, projects, and people. Takes initiative, acts with confidence, and works under own direction. Initiates and generates activity.
• Working with people: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.
• Adhering to principles & values: Upholds ethics and values; demonstrates integrity; promotes and defends equal opportunities, builds diverse teams; encourages organisational and individual responsibility towards the community and the environment.
• Relating and Networking: Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
• Persuading & Influencing: Gains clear agreement and commitment from others by persuading, convincing and negotiating; makes effective use of political processes to influence and persuade others; promotes ideas on behalf of oneself or others; makes a strong personal impact on others; takes care to manage ones impression on others.
• Analysing: Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgements from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system.
• Planning & organizing: Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.
• Delivering results & meeting customer expectations: Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.
• Following instructions and procedures: Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.
• Adapting and responding to change: Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences.
• Coping with press and setbacks: Maintains a positive outlook at work; works productively in a pressurized environment; keeps emotions under control during difficult situations; handles criticism well and learns from it; balances the demands of a work life and a personal life.
• Achieving personal work goals & objectives: Accepts and tackles demanding goals with enthusiasm; works hard and puts in longer hours when it is necessary; seeks progression to roles of increased responsibility and influence; identifies own development needs and makes use of developmental or training opportunities.